End-of-Year (EOY) for NC

Terra DominguezMelissa Conover

May 30, 2014

Audience

• LEA / Charter NC-SIS PowerSchool coordinators

• Tech Directors

Agenda• Reminders• Shut-down Window Updates• NC Specific• Checklist• Demo• Documentation and Resources

Reminders• DPI Shut-down begins June 27th, 5pm• Validations must be complete prior to June 27th • All LEAs / Charters must provide a 24/7 contact person even if

DPI executes EOY process for LEA• LEAs / Charters may execute EOY on their own instance

– First cut posted: http://www.nc-sis.org/EOY.html– Remedy tickets being reviewed for updates

Shut-down Window Updates• DPI has turned off the Perform EOY and Promote Student

option • DPI will turn the option on and inform those LEA/Charters

executing EOY• LEA and school level users will be locked out of PowerSchool• 24/7 contact will be unlocked after back-ups of the system are

completed• 24/7 contact may unlock any other staff that will assist in

Post-EOY validation

NC Specific – Schools Below 300• All LEAs and Charters ‘below 300’ schools• Uses : – Students not included in state compliance reporting– federal reporting – created with a specific NC requirement – LEA specific needs

NC Specific – Schools Below 300 ..• Examples– 292 – CECAS (program school – federal reporting)

– 293 – LEP (program school – federal reporting)

– 294 – Migrant (program school – federal reporting)

– 295 – Neglected and Delinquent (program school – federal reporting)

– 296 – FTE (NC specific requirement – allows updates to re-enrollment records)

– 297 – Homeless (program school – federal reporting)

– 123 – Happy Sunshine Daycare (completely made up as an LEA example)

NC Specific – Schools Below 300 ..• Program and FTE schools must have all grade levels defined• All open schools for SY 2014-2015 must have school set-up

tasks completed as part of PRE-EOY• LEA level: If you are unable to see these schools in your drop-

down list and should have access, follow the steps for adding a school to your security set-up

• DPI will update the Admission Status to N1 for active students in school numbers below 300 after EOY– N1 will ensure the PMR is not negatively impacted when

the student record is transferred to a traditional school

NC Specific – Promotion/Retention/Graduation

Exit Codes specific to EOY will be updated based on NC requirements

W6 (W6 High school Graduate) PRN (Promoted New School) PR (PR Promoted) RACD (Retention-Local Stds-Acad)

RADM (Retention-Admin decision)

RATN (Retention-Local Stds-Atten)

RSTA (Retention-State Standards)

NC Specific – Promotion/Retention/Graduation ..

• Retention– Select the retention code that applies to the

greatest number of students. – Keep a list of students whose retention record will

need to be updated to the appropriate retention code after EOY

• Demoted– North Carolina will not use the Demoted option.

NC Specific – Student Transfers• Process differs from the previous YET process.• NC requires students be promoted, retained or graduated

using EOY if active on the last day school – EOY promotes the student to their next grade and next school. – If the student is not active at the time EOY is run, the grade level will

not be updated

NC Specific – Transfers out of LEA• Student record must remain active to process through EOY• Must have next school identified

– Use the default school within LEA as next school• Student will be promoted and transferred within in the LEA• Withdraw student as No Show (entry date = exit date) after

EOY and within first 10 days of SY 2014-2015• If receiving LEA gets an error when preforming Transfer

Student Record process, contact the school where the student record is incorrectly admitted and request withdraw

NC Specific – Transfers out of Charter

• Set the Default Next School to school number 296 (FTE School)

• FTE school must have all grade levels defined

• Students must be placed in a Transfer Out status after EOY by a member of the Charter School

NC Specific – Graduating Students• Promoted with Exit Code W6• Must have next grade as 99• Must have next school as 999999 / Graduate School• During the school year 2013-2014 some early graduates were

mistakenly placed in the Graduated school– DPI will move these students back to the original school of record for

reporting purposes and then move them back to the Graduated school– More information on this process will be forthcoming

NC Specific – Program Schools

• Information pending– Migrant Program School (294)– Neglected and Delinquent Program School (295)– Homeless Program School (297)

NC Specific – Program Schools - LEP

• Student records may be transferred to another school in the district during the EOY

• Students who transfer out of the program or LEA should be promoted or retained during the EOY – The Next School should = 293. – After EOY place the student record in a Transfer Out

state• Must have all NC grade levels defined

NC Specific – Program Schools - CECAS• Must be promoted to next grade and school or

retained in the program school• May be transferred out to another school in LEA • If student has reached grade 13 and is still receiving

services, set the Next Grade to 13 – Student will appear retained– After EOY, make a note in the comment section of the

student’s Transfer record indicating the student has achieved the highest grade level and still receiving services

NC Specific – Program Schools – CECAS..

• Graduates should be promoted with the exit code of W6

• Must have Next School set to 999999 / Graduate• Students who transfer out of the program or LEA

should be promoted or retained during the EOY– Next School should = 292. – After EOY is complete, place the student record in a

Transfer Out state• Must have all NC grade levels defined

Pre-EOY Tasks• Complete in order– Validate School Enrollments (recommended)– Validate Section Enrollments (recommended)– Print Reports (recommended) (see Appendix B for a

complete list)• Print PowerSchool ‘canned’ reports that cannot produce student

data from prior years • Any object reports the LEA has created• Report Cards • DPI Transcripts• Export State Reports

Pre-EOY Tasks…– Create Years and Terms (required)– Assign Next School Indicators (required)– Assign Next Year Grade Values (required)– Clear Activities (optional/recommended)– Configure Default Grade Level for FTEs (required)– Configure Fees (optional/recommended)– Complete Scheduling (required)– Print Meal Transactions and PowerLunch Reports

(optional/recommended)– Export Historical Grades (optional)

Other Tasks Prior to EOY• Complete State Reports

• Complete CTE Concentrator Survey Process

• Enroll New Students

Demo – School Level Field Review• Key fields to review:

– Next_School • The school will the student be attending in the 2014-15 school year

– Sched_Nextyeargrade • The grade will the student be enrolled in during the 2014-2015 school

year– Grade_Level

• The student’s current grade level– Schoolid

• The student’s current school• Detailed examples located in End of Year User Guide:

http://www.nc-sis.org/EOY.html

Other Info• No June 3rd Tuesday Tech Webinar• Athletic Eligibility run before EOY - released to DPI-QA

on Thursday, May 29• This weekend– Grad Plan course updates– AIG Update - this weekend– SAR Updates this weekend

• SAR date extended until June 13• Import of EC 3rd party continues - vendor providing

new files

Thank you!

Home Base Support CenterAvailable: Monday - Friday

7:30 AM to 5:00 PM

Phone: 919-807-4357Email: homebase.incidents@its.nc.gov

(Please do not send an email to this address unless you are a designated school official authorized to submit service desk tickets to Home Base

Support Center)